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Mount St. Mary's University · 2 months ago

Administrative Assistant to the Rector

Mount Saint Mary's Seminary

Full-time

Onsite

Mid, Senior Level

$16.50/hr - $16.50/hr

5+ years exp

Mount St. Mary's University is seeking an Administrative Assistant to the Rector to provide clerical support and assist in maintaining an information management system. The role involves coordinating admissions, maintaining seminarian files, assisting with the formation program, and handling various clerical duties.

EducationHigher EducationUniversities

Responsibilities

Coordinate Admissions process and main point of contact for men discerning the priesthood who have been assigned by their bishop to attend Mount St. Mary’s Seminary

Schedule Admissions Committee meetings and review of admissions files by Admissions Committee members

Notify Admission Committee members of changes in status of seminary applicants’ files

Notify vocation director/applicant of missing information

Input data onto Workday, Slate, and Jenzabar 1 database and several statistical files, and maintain various lists used by the Seminary and University community

Produce nametags for each of our current seminarians and members of faculty and staff on an annual basis as needed

Co-produce 'New Men Photo Directory' and 'Seminarian Directory.'

Send Rector’s Acceptance Letter and Acceptance Packet

Provide clerical assistance to the Vice Rector and Coordinator of Human Formation

Manage the required fingerprinting background checks and implementation of Archdiocesan required child protection online training

Provide assistance to seminarians in getting their medical requirements for on-campus living met

Maintain highly active, confidential paper files on each of our current seminarians, plus men who have left the seminary

Maintain confidential e-binders on One Drive for each of our current seminarians which contain counseling information, Formation Advisor Reports, Seminarian Final Evaluations, Monthly Formation Record, Admissions Committee Observations, Peer Composite Evaluations, Formation Team Minutes, canonical paperwork and other confidential information

Assist Coordinator of Human Formation with organizing information for Seminary Formation Program

Assist in the establishment of the formation calendar for the academic year

Schedule Formation Team One and Formation Team Two meetings, produce running minutes for each class, and take minutes on an 'as needed' basis

Manage the selection process of new Formation Advisors on an annual basis

Coordinate the electronic production of Formation Advisor Reports (FARs), Seminarian Final Evaluations (SFEs), and Monthly Formation Record

Coordinate the visits of the Vocation Directors to the Seminary including their meeting with the Rector, Vice Rector and the formation advisors of the seminarians

Prepare bulk mailings to be sent to dioceses regarding priesthood, diaconate, acolyte, lector and candidacy candidates

Prepare rector’s testimonials and rector’s observations concerning diaconate, priesthood, acolyte, lector and candidacy candidates

Prepare materials for several dioceses whose canonical schedules are different than ours

Prepare and distribute appropriate packets to seminarians as they progress through their canonical ministries

Coordination of arrival of several foreign students and provide assistance with the numerous irregularities that present themselves as a student transitions from one culture to another

Maintain financial and recipient information on an annual basis

Notify seminarian and his bishop and vocation director of receipt of scholarship monies and coordinate thank you letters for scholarships

Coordinate communication regarding Ancient Order of Hibernian Scholarship, Western Catholic Union and Knights of Columbus Scholarships

Maintain Archive and Record keeping which includes all individual seminary alumni files, manage the seminary archives/records room, handle correspondence and answer inquiries when necessary, and enter Ministries and Orders into Master Roll book

Interface with many other offices on campus, providing up to date information on our seminarians to numerous offices on campus such as key return and parking stickers

Assist the Rector in sending Christmas cards

Provide clerical assistance to Seminary faculty and Seminary counselors

Photocopying, answering phone (main seminary line), retrieving information and mailing, scanning

Provide clerical assistance to Executive Assistant to the Rector and other Seminary personnel

Assist in maintenance of Seminary Guest Room register

Update bulletin board on an as-needed basis

Upkeep of rector and vice rector calendars

Assist in the ATS and CARA reporting process

Coordinate or assist with extra activities on an 'as needed' basis such as, Annual Fr. Darin Didier Run for Life, Vianney Soccer Tournament, Counseling, NCDVD Convention, NCEA Convention, leftover Flex Dollars at the end of the year, and American Red Cross Blood drives on campus

Act as liaison between seminarians and local community such as Mother Seton School, Daughters of Charity

Coordinate the seminarians to receive the required Flu Shot

Count and report on donation boxes located in St. Bernard’s Chapel, on donations to DuBois Barbershop - Catoctin Pregnancy Center Fund, the Bar Jonah Coffee Bar money and the Pepsi money in conjunction with the house job assigned to the soft drink machine

Report work orders/maintenance problems to Physical Plant personnel

Assist in coordinating of guest visits to the seminary

Handle various requests for priests, including Mass coverage, help with confessions, retreats, etc

Responsible for coordination of fingerprinting of seminary priest faculty

Qualification

Microsoft Office SuiteWorkdaySlateJenzabar 1Organizational skillsConfidentialityDependabilityMulti-taskingProfessionalismIntegrityCollaborationWork ethic